Benefit Specialist

Description SUMMARY The Benefits Specialist is responsible for ensuring the accurate and timely processing of tasks for the health benefit programs for the Diocese. Under the supervision of the Senior Director of Human Resources, manages all aspects of benefits administration, addressing inquiries from diocesan personnel, and ensuring strict adherence to regulatory compliance standards. Based in the Chancery office, this role requires strong analytical skills to handle benefits data, and resolve issues. The coordinator will work collaboratively with both internal and external stakeholders to ensure smooth operation and delivery of benefits across diocesan entities. The Diocese of Orlando four core values lay the foundation for the work performed by its’ employees: Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living. Respect: Affirming each person’s God-given dignity and uniqueness. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly. Commitment: Individually and collectively, we are steadfast to the team and its purpose. ESSENTIAL DUTIES AND RESPONSIBILITIES The following duties and functions, as outlined herein, is intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Benefits Administration: Assists HR Senior Director in administrating the Diocese’s self-insured medical and ancillary insurance programs; assists with the administration of the IRS Code Section 125 cafeteria plans. Serves as primary Diocesan contact for employee benefit questions and problem resolution; acts as liaison between plan service providers, brokers, and the Diocese; regularly communicates with diocesan personnel at parishes, schools, and affiliated entities regarding benefits-related matters. Coordinates compliance with Affordable Health Care Act regulations by performing regular audits and ensuring the HRIS and benefits systems are synchronized; maintains the ACA dashboard and processes health benefits tasks within the HRIS. Coordinates the open enrollment process in collaboration with the Senior Director of Human Resources. Liaison and Communication: Schedules and coordinates meetings to include those of the Diocesan Health and Welfare Insurance Committee. Develops and maintains professional relationships with diocesan administrators, business administrators, service providers, and consultants. Assists with presentations and meetings for Diocesan entities in collaboration with the Senior Director of Human Resources. Data Management & Audits: Downloads and reviews the weekly benefit deduction reports from benefits platform weekly; provides necessary information to central payroll office and business administrators. If employees are assigned to the wrong location, audits and notifies benefit system and makes the changes. Reviews the Import Results and Audit Results files on a weekly basis to ensure that data imported into benefits system from HRIS is accurate; takes necessary actions to ensure both systems remain synchronized. Tracks dependents approaching age 26 and communicates relevant information with affected employees and assigned business administrators. This process is performed on a monthly basis to ensure accurate and timely benefit management. Claims and Insurance Administration: Receives requests for information regarding short-term and long-term disability insurance; provides employees program information and necessary forms for coordination with their physicians; completes employer statements; submits disability packages to the insurance provider; tracks the progress of each case. Serves as liaison between the entity, employees, FMLA office, and insurance providers, working with multiple teams to ensure all required information is obtained; responds to inquiries from insurance providers and maintains accurate records for all short-term and long-term disability files. Manages all life insurance claims, including group life benefits, supplemental, and accelerated benefits. Provides program information to employees and affiliated entities; completes the employer statements; retrieves relevant time records from HRIS; compiles necessary supporting documentation to be submitted to the carriers. In the event of an employee’s passing, works with the payroll and FMLA offices to ensure a smooth transition to life insurance claims. Coordinates the invoicing process for the Active Priest Basic Life and AD&D coverage. Assists newly ordained priests with Long-Term Care (LTC) enrollment, ensuring proper documentation is completed and submitted to brokers. Provides support to employees and clergy by answering inquiries related to claims for all health and welfare programs and serves as a liaison between the employees, brokers, and insurance carriers to ensure smooth communication and resolution of issues. Vendor and Regulatory Compliance: Ensures proper HIPAA compliance and dissemination of notifications to employees. Completes various verification forms, including Medical Support Notices and Certificates of Creditable Coverage in collaboration with the Diocesan HR Compliance and Payroll teams. Provides basic Medicare information to clergy and employees; completes L564 forms; requests and receives Medicare numbers and forwards this information to brokers; ensures benefit system is updated to reflect members who are covered by Medicare. Ensures vendors are kept informed of any changes in contacts at each entity, as applicable. Works with the Mission Office to manage the annual student medical insurance renewal process. General Administrative Support: Reviews the annual Benefit Setup Guide from benefits system for accuracy; collaborates with relevant stakeholders to confirm that all details are aligned, ensuring all information is correct and ready for approval by the Senior Director of Human Resources. Receives and processes various mail materials; scans and electronically files various letters. Performs moderately complex work under limited supervision and maintains professional discretion in processing confidential matters. Participates in HR staff meetings, meetings with carriers and brokers; contributes to departmental projects. Maintains professional knowledge through educational workshops and professional publications. Performs all other duties assigned. Requirements To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and with limited supervision. The requirements listed below are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. CATHOLIC FAITH Requires an appreciation and respect for Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese. EDUCATION and/or EXPERIENCE Bachelor’s degree in Human Resources, Business Administration, or a related field preferred and a minimum of 2 years’ experience in benefits administration or a related role. Experience with HRIS systems, preferably Paylocity and Benefit First. Knowledge of ACA compliance, HIPAA regulations, and insurance plan administration. Must be proficient in Microsoft Word, Outlook and Excel. Bilingual in Spanish and English a plus. ADDITIONAL SKILLS and ABILITIES Ability to manage multiple tasks and prioritize effectively in a fast-paced and often ambiguous environment. Strong attention to detail, organization, and time management skills. Ability to work independently while being accountable to the Senior Director of Human Resources. Outstanding written and verbal communication skills, with the ability to interact with a diverse group of individuals at all levels. Ability to maintain strict confidentiality and handle sensitive information with discretion. Strong problem-solving and analytical skills. Ability to successfully gain the confidence and trust of those served and work effectively with all levels of personnel in the administration of benefits. WORKING CONDITIONS The working hours of this position are not limited to an 8-hour day. On rare occasions, this person may need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure. OTHER SKILLS and ABILITIES Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally. Environmental Factors: Essential functions are regularly performed in usual office conditions. Requires infrequent travel to different sites.